The Ultimate Fundraising Event Checklist You Need to Plan Everything

people, hands, desk, paper

Written by Tim Grable

May 18, 2018

Whether you organize a fancier or a more informal fundraising event, they will all have in common one thing: a well-established plan.

No event, regardless of its size, can take place without proper planning.

A fundraising event checklist will help your organization reach your goals and increase your chances of raising enough money to cover the costs.

When the success of your event is on the line, you can’t afford to leave to chance any aspect which goes into organizing the event.

Use this checklist next time you need help planning a fundraising event.

1. Set Goals

Goals are essential because they will help you stay on track and measure success once the event is over. They will also impact the decisions you make from start to finish and determine aspects regarding the size of the venue, staffing needs, entertainment type, catering and others.

The goals need to be SMART: specific, measurable, attainable, relevant, time-based. That way, you will be able to set a realistic goal when it comes to how much money you want to raise.

The Ultimate Fundraising Event Checklist You Need to Plan Everything

When settings your goals, think about these three following points:

  • Attendees number. How many people you’d like to attend your event? This goal is important because it can also help you figure out the size of the venue you would need.
  • Fundraising goal.
  • Press coverage. Coverage from the press can help your nonprofit organization because it can increase the awareness of the cause you’re advocating for. Moreover, it may also encourage other people to attend your events in the future.

2. Build the Team

When it comes to event management, you need to have a team which covers a variety of roles, including team leaders, volunteers, public relations, logistics and many others, depending on the event size.

Here are five key aspects which your fundraising event checklist needs to include when building a team:

  • Establish who is going to be the team leader;
  • Define team roles and assign responsibilities to each person;
  • Work on team unity by organizing activities, even if they are small, because they will help the members be more effective when working and interacting with each other.
  • Hold regular meetings to keep track of the how the event planning is going and if the team members have hit any roadblocks.

meeting, computer, desk

3. Set the Budget

The budget needs to include staffing costs, venue, catering, entertainment and speaker fees, marketing and other additional costs which depend on the type of event you’re organizing.

4. Select the Venue and Choose a Date

Before selecting the venue, you need to determine how much space do you need and how much money you can spend on it.

It’s also important to be practical when choosing the location and see if they have parking, and if they can provide A/V equipment or you need to bring your own.

When it comes to choosing the date, you need to be flexible here because the venue you want may not be available on your desired date, so you will probably need to change it accordingly.

5. Book the Speakers/Entertainment

Speakers and entertainment can make a big difference when you’re organizing a fundraising event.

If you want to hire speakers, they need to be relevant to your cause, and preferably they should have experience in the field.

Additionally, you can book an entertainer who can make your event unique and your guests feel welcomed. You have multiple choices here, from a clean comedian to a visual artist, juggler or live music band.

Keep This Fundraising Event Checklist Close

Because it takes months to organize an event accurately, a fundraising event checklist is what you need to keep yourself focused and on track with everything.

If you’re looking to book quality entertainment or find the best speakers for your fundraiser, don’t hesitate to contact us at (615) 283-0039. We’d love to hear from you.

You May Also Like…

Virtual Charity Auctions 101: A Guide for Fundraisers

Virtual Charity Auctions 101: A Guide for Fundraisers

For organizations that rely on engaging their communities, the COVID-19 pandemic and social distancing guidelines threw a major wrench into plans for 2020. Thankfully, adaptations have largely been quick and effective, with virtual events rising to the occasion. This...

read more
How to Prepare Your Website for a Virtual Fundraising Event

How to Prepare Your Website for a Virtual Fundraising Event

Virtual fundraising events have skyrocketed in popularity, especially within this past year. With a global pandemic keeping people indoors and most in-person events on pause, online engagement efforts are now the main way that nonprofits have kept up their fundraising...

read more
The Best Virtual Team Building Activities (1)
The Best Travel, Food and Wine Virtual Experiences
Hire the Best Virtual Magic Show
The Best Virtual Experiences for Corporate Events and Remote Teams
Hire the Best Virtual Hosts for your Online Event
The Best Virtual Comedy Show (1)
Hire the Best Virtual Mentalist Show
Hire the Best Virtual Opener for Your Online Conference
Best Virtual Awards Ceremony
Hire the Best Musicians for a Virtual Concert
Hire the Best Corporate Virtual Event Ideas (Under $3500)
Book the Best Interactive Virtual Magic Show (under $7500)
The Best Virtual Entertainment (under $7500)
Hire the Best Celebrity Chef
Hire the Best Virtual Entertainers from America's Got Talent
Hire the Best Virtual Dance Party
Hire the Best Online Entertainment Ideas for Your Virtual Break
Hire the Best Virtual Keynote Speakers
Hire the Best Team Building Activities and Virtual Game
Hire the Best Ventriloquist virtual event
Hire the Best Virtual Wellness Activities for Work
Hire the Best Virtual Visual Art
Hire the Best Sommelier and Mixologist for your Virtual Beverage Making
Hire the Best Virtual Christmas Party Entertainment
The Best Virtual Comedy Show

A virtual comedy show merges the best comedians with technology to create an entertaining presentation for employee events to nonprofit fundraisers.

Hire the Best Virtual Christmas Party Entertainment

Planning a virtual holiday party?   We have put together a list of the best virtual entertainment.

Hire the Best Virtual Magic Show

Planning a virtual holiday party?   We have put together a list of the best virtual entertainment.

Hire the Best Virtual Mentalist Show

virtual mentalism show is highly interactive and includes virtual magic. The virtual mentalist engages the audience individually and as a group.

Celebrate The New Year with a Post-Holiday Celebration to Kick Off 2021

Planning a virtual post-holiday eventOnline Holiday parties were new in 2020, we have put together a list of the best post-holiday entertainment for your remote teams to celebrate the New Year.

Best Interactive Virtual Magic Show under $5000 b

Looking for the best virtual magic for your online event? Online magic shows merge interactive virtual magic with technology to create a captivating presentation that forces audiences to re-examine what’s possible in today’s digital world.

The Grable Group
Malcare WordPress Security